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Sage Payroll CSV Templates

Powerful accounting software for growing businesses

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Sage Payroll File Import CSV Templates


Sage Payroll provides you with the ability to import information from CSV (Comma Separated Values) files. This document provides the details of the templates available to you, and the format of the information they contain. Please note: If you do not have access to the CSV import feature, in your version of Sage Payroll, you can contact Sage Sales to purchase the correct licence.

In this document:
What information can I import using CSV files? ....................................................2 Import Preparation Checklist................3 Creating files to match Sage Payrolls data import templates..........................6 To create your own CSV file .................7

What information can I import using CSV files?


Using the CSV templates available you can import: New employee details Updates to employee details Employee Year to Date Figures Sage Payroll Professional and Sage Payroll Bureau users can also import the following information:Employee Payments (Hours/Rates) Employee Deductions (Hours/Rates) The following information is imported at a company level. Payments and Net Payments Deductions Departments Cost Centres Loans Pension Scheme details Holiday Scheme details You can also created CSV files of your own and use those to import information. It is essential, however that you check the headers on these files are spelt correctly, otherwise the import will fail. Check your headers against the information about the templates in the following sections.

Sage Payroll File Import CSV Templates

Import Preparation Checklist


Before importing information into Sage Payroll, you must check the following: You have backed up your current payroll information. This is essential. You have access to the Data Import/Export option. If these options are greyed out on the File or Wizards menu, you do not have the necessary access rights to use these options. You can either update your access rights to include Data Import/Export or contact your system administrator and ask them to change your access rights. For further information about setting up access rights for individual users, see Chapter 7, Setting Up Your Payroll Security. If you are importing information from a CSV file, check that the column headers are correctly named. The headers must be correctly spelt for the import to work correctly. The following example shows column headers for employee information.

Note: If you import company information that was originally exported from Payroll V12 without headers, the import will fail. Check the error log for details. If you are importing information from a CSV file, the file must contain the information you want to import in the format required by the import templates. Note: If you use Microsoft Excel to produce the CSV files, you must format the Date columns to show the date in the format dd/mm/yyyy. You must use four digits for the year for the import to work. For details about producing a CSV file with the correct information in the required format see the section Creating files to match Sage Payrolls data import templates on page 6.

Sage Payroll User Guide

To import information from a CSV file


1. From the File or Wizards menu, choose Data Import and select the Import Sage Payroll Data option. The Data Import Wizard appears.

2.

It is essential that you take a backup of your payroll data before proceeding with the Data Import Wizard. Click Backup then follow the instructions in the Backup Wizard. When you have completed the Backup Wizard, the Data Import Wizard re-appears. To continue, click Next. Select the template for the data you want to import and then click Next.

3. 4.

Sage Payroll File Import CSV Templates

5.

Select the file containing the data you want to import and click Finish.

You can type the location of the file and its filename in the Path box, or click Browse and search for the file required then click Open. The Data Import Wizard checks the format and content of the CSV file that you are importing data from. A results screen appears. This shows the records successfully imported. If there were any problems with importing the information, this is also shown. 6. 7. Check the details you have entered. The records in the import file will be used to update the information in Sage Payroll. To continue, click Close. The data from the selected CSV file is imported into Sage Payroll.

Sage Payroll User Guide

Creating files to match Sage Payrolls data import templates


If you want to import data into Sage Payroll, you must create a file that provides the information required in a specific format that matches the templates provided with your program. To create a CSV file to match Sage Payrolls data import templates, you can either: Use the Microsoft Excel Templates provided with Sage Payroll. You can find these in C:\Program Files\Sage Payroll\CSV Templates. As the column headers in CSV files are key to the success of the import, this ensures that you are using information with the correct format. Tip: If you need help with the content of these files, move your mouse pointer over the column heading and refer to the note box that appears. Create your own CSV file. If you choose to use this method, you must take care to check that all column headers are spelt correctly. Misspelt headers could mean the import will fail. Note for users upgrading from Payroll version 11: You can continue to use the csv files you have created by to import information into your new Sage Payroll program.

Information to note
If the CSV file you are importing does not contain the information in the specific format required, the import will not work. Check that the column headers in your CSV file are correctly named. The headers must be correctly spelt for the import to work correctly. Please note: If you created a CSV file using a previous version of Sage Payroll, you can import information without column headers. However, you must ensure that the information is complete and in the correct format. Check the CSV templates in the following sections if you are unsure. If there are any blank fields in your CSV files these will be ignored during the import process.

To create a CSV file using the Microsoft Excel templates


1. 2. 3. Locate the CSV Templates folder on your computer. Open the template you require in Microsoft Excel. Enter the information required into the pre-defined fields. The headings for compulsory information are shown in blue. Any information which is mandatory in certain situations is shown in green. Tip: All of the headings have comments associated with them. You can access the comments by holding the mouse pointer over the cell with the red triangle in the top right hand corner. 4. To save your file, open the File menu and then choose Save As.

Sage Payroll File Import CSV Templates

5.

Select the folder where you want to save the file and ensure you save the file as a CSV file then click Save. You can now import the CSV file you have created, into Sage Payroll.

To create your own CSV file


1. Create a CSV file. Important Notes: If you use Microsoft Excel to produce the CSV files, you must format all Date columns to show the date in the format dd/mm/yyyy. You must use four digits for the year to ensure the import works. You must ensure that your column headings are spelt correctly, otherwise the file import will fail. 2. Ensure that the data in the file you want to import contains all the compulsory information. To check that the CSV file you want to import matches the Sage Payroll Data Import Templates, check that you have included the information detailed in the following sections in the format shown.

Sage Payroll User Guide

Employee Details Template


Description Employee Reference Notes Must be greater than zero and not be in use. Must not exceed number of employees allowed by licence. If left blank Payroll will generate a number. Must be Mr, Mrs, Miss, Text Ms, Dr, Prof, Sir, The Rev., The Hon. Text Text Text Text Text Text Text Text Text Text Text Text Must be either F or M. F = Female M = Male. Marital Status Must be one of the fol- Text lowing: Single Married Divorced Widowed. Previous Surname Date of Birth Enter in the format DD/MM/YYYY. For example 25th September 1965, should be entered as 25/09/1965. Text Text Text 5 50 50 30 30 30 30 30 8 30 30 50 Data Type Size Required Only if you are updating existing details

Title

Initial Forename Surname Address 1 Address 2 Address 3 Address 4 Address 5 Post Code Telephone Number Mobile Number E-mail Address Gender

Sage Payroll File Import CSV Templates

Description Disabled

Notes Enter "1" if the employee is registered as being disabled. Enter "0" if the employee is not.

Data Type

Size

Required

Nationality Ethnic Origin Contact Contact Relationship Contact Telephone No. Tax Code Wk1Mth1 Basis

Text Text Text Text Text Text Enter "0" if the employee Integer is not on a Wk1/Mth1 Tax Code or "1" if they are on a Wk1/Mth1 Tax Code. Must be one of the following: A, B, C, D, E, F, G, J, L, S, X

30 15 30 30 30 7

NI Category

Manual NIC

If you do want to calcu- Integer late NI manually, enter "1". If you do not want to calculate NI manually enter "0". 2 letters, 6 numbers fol- Text lowed by a single letter.

NI Number

Sage Payroll User Guide

Description P46 Statement

Notes

Data Type

Size

Required

If the employee has pro- Text vided you with a P46 form, enter one of the following: If the start date is before 06/04/06 0 = None 1 = A Only 2 = A and B 3 = B Only 4 = B and C 5 = C Only 6 = A and C If the start date is on or after 06/04/06 0 = None 1 = A Only 2 = A and D 3 = B Only 4 = B and D 5 = C Only 6 = C and D

Works Reference Director Status Must be either: 0= Non Director 1= Director 2= Table (Method) Director Date Directorship Began

Text

10

Text The date that the employee became a Director. Enter in the format DD/MM/YYYY. Cash Cheque BACS Credit Transfer Text

Payment Method

Payment Frequency

Must be one of the fol- Text lowing: Weekly Fortnightly Four Weekly Monthly

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Sage Payroll File Import CSV Templates

Description Work Start Date Work End Date SLR From Date SLR to Date Status Pension 1

Notes

Data Type

Size

Required

Enter the date in the for- Text mat DD/MM/YYYY. Enter the date in the for- Text mat DD/MM/YYYY. The date when student Text loan repayments start. The date when student Text loan repayments ended. 1 = On Hold 2 = Trade Dispute Pension reference number. The pension must already be set up at a company level. Text Text

Pension 2 Pension 3 Pension 4 Pension 5 Holiday Scheme Sort Code Bank Account Number Bank Account Name Bank Account Type Building Soc Number BACS Reference Bank Name Bank Address 1 Bank Address 2 Bank Address 3 Bank Address 4 Bank Address 5 Bank Post Code Bank Telephone Bank Fax Department Reference

As above As above As above As above Must be nn-nn-nn For example 11-22-33

Text Text Text Text Text Text Text Text Text Text Text Text Text Text Text Text Text Text Text Text Text 30 30 30 30 30 8 30 30

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Sage Payroll User Guide

Description Cost Centre Reference Notes Access Level

Notes

Data Type Text Text

Size

Required

Enter the access level of Text the employee, from 0 9. Alpha Numeric 30 Alpha Numeric 30 Alpha Numeric 30 The date your employee was last paid. If you want to perform Integer any of the following for your employee then Enter "1". Repay or deduct any outstanding holiday fund. Pay any tax refunds withheld during a trade dispute. Recalculate directors NI on a year to date basis, for directors on the table method. If you do not then enter "0".

Analysis 1 Analysis 2 Analysis 3 Last Processed Date Final Pay Run

Manual SSP

If you want to calculate Integer SSP manually, enter "1". If you want to the program to automatically calculate SSP, enter "0" Text Text Text Text Text Text

SSP QD Pattern Start Date SSP Band Start PIW Date End PIW Date SSP Waiting Days Returned to Work Date

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Sage Payroll File Import CSV Templates

Description Manual SMP

Notes

Data Type

Size

Required

If you want to calculate Integer SMP manually, enter "1". If you want to the program to automatically calculate SMP, enter "0" The date the baby is due. The date the baby is born. Text Text

SMP EWC SMP Date of Birth SMP End Work Date

Text The last day your employee works before her maternity leave. The day your employee Text comes back to work. Text Text Text Text Text If you want to calculate Integer SAP manually, enter "1". If you want to the program to automatically calculate SAP, enter "0" You will find this date on Text the Matching Certificate provided by the employee. This is the expected date that the child will start living with the adopter. Text

SMP Returned to Work Date SMP Weeks Worked MPP SMP Weeks Trade Dispute SMP Average Gross Pay SMP Medical Evidence SMP Pregnancy Related sickness Manual SAP

SAP Matching Date

SAP Expected Date of Placement

SAP Actual Date of Placement

This is the date that the Text child is actually placed with the adopter. The date your employee Text last worked for you. The date your employee Text returns to work. Text Text Text

SAP End Work Date SAP Returned to Work Date Weeks Worked during SAP SAP Weeks Trade Dispute SAP Average Gross Pay

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Sage Payroll User Guide

Description SAP Evidence

Notes

Data Type

Size

Required

If you have received the Integer approved adoption agency matching certificate from your employee, enter "1". If they have not shown you this certificate then enter "0". If you want to calculate Integer SPP manually, enter "1". If you want to the program to automatically calculate SPP, enter "0". Text Text Text Text Text Text Text Integer Enter "1" if your employee has given you a Paternity leave Declaration form SC3. If they have not given you this Declaration then enter "0". If you want to calculate Integer SPP(A) Manually then enter "1". If you want to calculate SPP(A) Automatically using the program enter "0". You can find this on the Text Matching Certificate. Text

Manual SPP

SPP Baby Due Date SPP Date of Birth SPP End Work Date SPP Returned to Work Date Weeks Worked during SPP SPP Weeks Trade Dispute SPP Average Gross Pay SPP Declaration Received

Manual SPPA

SPPA Matching Date

SPPA Expected Date of Placement This is the expected date that the child will start living with the adopter. SPPA Actual Date of Placement

This is the date that the Text child is actually placed with the adopter.

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Sage Payroll File Import CSV Templates

Description SPPA End Work Date

Notes

Data Type

Size

Required

Text The date when your employee will leave to take paternity absence. The date your employee Text returns to work after paternity leave. Text Text Text Text

SPPA Returned to Work Date

Weeks Worked During SPPA SPPA Weeks Trade Dispute SPPA Average Gross Pay SPPA Declaration Received

All Employee Header Details Template


Description Employee Reference Notes Data Type Text Size Required Only if you are updating existing details 10

Works Reference Title

Alphanumeric Must be Mr, Mrs, Miss, Text Ms, Dr, Prof, Sir, The Rev., The Hon. Text Text Text Text Text Text Text Text Text Text Text Must be either F or M. F = Female M = Male. Text

Initials Forename Surname Address 1 Address 2 Address 3 Address 4 Address 5 Post Code Email Address Telephone Number Gender

5 50 50 30 30 30 30 30 8 50 30

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Sage Payroll User Guide

Description Marital Status

Notes

Data Type

Size

Required

Must be one of the fol- Text lowing: Single Married Divorced Widowed.

Date of Birth Work Start Date Work End Date NI Number NI Category

Enter in the format DD/MM/YYYY. Enter in the format DD/MM/YYYY. Enter in the format DD/MM/YYYY.

Text Text Text

2 letters, 6 numbers fol- Text lowed by a single letter. Enter one of the follow- Text ing: A, B, C, D, E, F, G, J, L, S, X

Tax Code Wk1/Mth1 Basis Enter "0" if the employee is not on a Wk1/Mth1 Tax Code or "1" if they are on a Wk1/Mth1 Tax Code. Pension reference number. The pension must already be set up at a company level. Pension 2 Pension 3 Pension 4 Pension 5 Payment Method As above. As above. As above. As above. Must be one of the fol- Text lowing: Cash Cheque BACS Credit Transfer

Pension 1

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Sage Payroll File Import CSV Templates

Description Payment Frequency

Notes

Data Type

Size

Required

Must be one of the fol- Text lowing: Weekly Fortnightly Four Weekly Monthly.

Access Level

Enter the access level of Text the employee, from 0 9. Must be either: 0= Non Director 1= Director 2= Table (Method) Director

Director Status

Date Directorship Began

Text The date that the employee became a Director. Enter in the format DD/MM/YYYY. Text Text Enter one of the follow- Integer ing values: 0=Spouse 1=Parent 2=Sibling 3=Child 4=Friend 30

Notes Contact Contact Relationship

Contact Telephone Number Sort Code Bank Account Number Bank Account Name Bank Account Type Building Society Number BACS Reference Bank Name The name of the bank where the account is held. The Building Society Account number. Must be nn-nn-nn Example: 11-22-33

Text Text Text Text Text Text Text Text

Bank Address 1

Text

30

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Sage Payroll User Guide

Description Bank Address 2 Bank Address 3 Bank Address 4 Bank Address 5 Bank Post Code Bank Telephone Number Bank Fax

Notes

Data Type Text Text Text Text Text Text Text

Size 30 30 30 30 8

Required

Employee Mandatory Details Template


To import data using this template, you must have a CSV file containing the information listed in the table below in the order shown.
Description Title Notes Data Type Size Required Must be Mr, Mrs, Miss, Text Ms, Dr, Prof, Sir, The Rev., The Hon. Text Text Must be either F or M. F = Female M = Male. Marital Status Enter the marital status Text of the employee from the following list of program defaults: Single Married Divorced Widowed Date of Birth The date should be entered in the format DD/MM/YYYY. The date should be entered in the format DD/MM/YYYY. Text Text 50 50

Forename Surname Gender

Work Start Date

Text

NI Number

2 letters, 6 numbers fol- Text lowed by a single letter.

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Sage Payroll File Import CSV Templates

Description NI Category

Notes

Data Type

Size

Required

Enter one of the follow- Text ing: A, B, C, D, E, F, G, J, L, S, X

Tax Code Payment Frequency

Text Must be one of the fol- Text lowing: Weekly Fortnightly Four Weekly Monthly

Employee Hours and Rates Template


To import data using this template, you must have a CSV file containing the information listed in the table below in the order shown.
Description Employee Reference Notes Data Type Size Required Only if you are updating existing details Text This is the reference number of the employee whose information you are updating. Your can find it on the Sage Payroll desktop, or in their Employee Record. Payment Reference Text This is the reference number of the payment you want to update. The Payment must be assigned to the employee. Hours Rate Text Text

Note: Global payments will not import. You can only import hours for fixed payment types.

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Sage Payroll User Guide

Employee Year to Date Values Template


To import data using this template, you must have a CSV file containing all the information listed in the table below in the order shown.
Description Employee Reference Notes Data Type Size 6 Required Only if you are updating existing details This is the reference number of the Integer employee whose information you are updating. Your can find it on the Sage Payroll desktop, or in their Employee Record. P45 Gross Pay P45 Tax Paid Total Gross Pay Must be greater than or equal to P45 Numeric Tax figure. Must be less than P45 Gross Numeric Numeric Must be greater than or equal to Total Tax To Date, Tax Gross To Date. Must include P45 value. Must be greater than or equal to Total Gross to date Numeric

Gross Pay for NIC Gross Pay for Tax Total Tax TD Ers NIC TD Ees NIC TD SSP Paid TD SSP Weeks Paid SMP Paid TD SMP Recovered TD SMP NIC Comp Rec

Must be greater than or equal to zeroNumeric Numeric Must be less than or equal to LEL + ET + UEL NIC Earnings Must be less than or equal to LEL + ET + UEL NIC Earnings Numeric Numeric Numeric Numeric Numeric Numeric The total amount of National Insurance compensation applicable to SMP for the employee. Numeric

SMP Weeks

This is a whole number as SMP is a Numeric weekly payment for a full weeks absence only. Numeric Numeric The total amount of National Insurance compensation applicable to SAP for the employee. Numeric

SAP Paid TD SAP Recovered TD SAP NIC Comp Rec TD

SAP Weeks

Numeric

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Sage Payroll File Import CSV Templates

Description SPP Paid TD SPP Recovered TD SPP NIC Comp

Notes

Data Type Size Numeric Numeric

Required

The total amount of National Insurance compensation applicable to SPP for the employee.

Numeric

SPP Weeks

Numeric

Please note: Figures for SPP(A) Paid to Date and SPP(A) Recovered to Date should be entered in corresponding SPP columns. SPPA Weeks Er Pension TD Ee Pension TD Advance Pay TD Net Pay TD Cash Rnding BF Class 1A Cars Class 1A Fuel Pen AVC TD Pensionable TD Employer Rebate Employee Rebate NIC to LEL NIC to ET NIC to UEL Tax Credits TD Student Loan TD Tax Refund Withheld TD Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric The amount of Additional Voluntary Numeric Contributions paid. The pensionable gross pay. Numeric The amount of Employer NI rebate. Numeric The amount of Employee NI rebate. Numeric Numeric Numeric Numeric Numeric The total Student Loan repayments Numeric made by the employee. The amount of tax refund withheld in Numeric the current tax year.

Tax Refund Withheld Previ- The amount of tax refund withheld in Numeric ously the previous tax year. Holiday Fund TD Loan TD The amount of holiday fund available Numeric to the employee. The total Loan repayments made to Numeric date.

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Sage Payroll User Guide

Employee Tax and NIC YTD Values Template


Description Employee Reference Notes Data Type Size 6 Required Only if you are updating existing details Integer This is the reference number of the employee whose information you are updating. Your can find it on the Sage Payroll desktop, or in their Employee Record. P45 Gross Pay Numeric Must be greater than or equal to P45 Tax figure. Must be less than P45 Gross figure Numeric

P45 Tax Paid Total Gross Pay

Must be greater than or Numeric equal to Total Tax To Date, Tax Gross To Date. Must include P45 value. Must be greater than or Numeric equal to Total Gross to date. Must be greater than or Numeric equal to zero. Numeric Must be less than or equal to LEL + ET + UEL NIC Earnings. Numeric Must be less than or equal to LEL + ET + UEL NIC Earnings. The amount of Employer Numeric NI rebate. The amount of Employee NI rebate. Numeric Numeric Numeric Numeric The amount of tax refund withheld in the current tax year. Numeric

Gross Pay for NIC

Gross Pay for Tax Total Tax To Date Employer NIC TD

Employee NIC TD

Employer Rebate Employee Rebate NIC Earnings up to LEL NIC Earnings up to ET NIC Earnings up to UEL Tax Refund Withheld

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Sage Payroll File Import CSV Templates

Description Tax Refunds Withheld Previously

Notes The amount of tax refund withheld in the previous tax year.

Data Type Numeric

Size

Required

Class1A Cars

Numeric The value of the car charges for the employers Class 1A NI contributions for the previous tax year. Numeric The value of the fuel charges for the employers Class 1A NI contributions for the previous tax year.

Class1A Fuel

23

Sage Payroll User Guide

Employee Statutory Payments YTD Values Template


Description Employee Reference Notes Data Type Size 6 Required Only if you are updating existing details Integer This is the reference number of the employee whose information you are updating. Your can find it on the Sage Payroll desktop, or in their Employee Record. SSP Paid TD SSP Weeks Paid SMP Paid TD SMP Weeks Paid SMP Recovered TD SMP NIC Comp Recovered TD Numeric Numeric Numeric Numeric Numeric Numeric The total amount of National Insurance compensation applicable to SMP for the employee. Numeric Numeric Numeric Numeric The total amount of National Insurance compensation applicable to SAP for the employee. Numeric Numeric Numeric Numeric The total amount of National Insurance compensation applicable to SPP for the employee. Numeric Numeric Numeric

SMP Weeks SAP Paid TD SAP Recovered TD SAP NIC Comp Rec

SAP Weeks SPP Paid TD SPP Recovered TD SPP NIC Comp Rec

SPP Weeks SPPA Weeks Tax Credits TD

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Sage Payroll File Import CSV Templates

Employee Address Details Template


Description Employee Reference Notes Data Type Size 6 Required Only if you are updating existing details Integer This is the reference number of the employee whose information you are updating. Your can find it on the Sage Payroll desktop, or in their Employee Record. Address 1 Address 2 Address 3 Address 4 Address 5 Post Code Telephone Number Text Text Text Text Text Text Text 30 30 30 30 30 8 30

25

Sage Payroll User Guide

Employee Bank Details Template


Description Employee Reference Notes Data Type Size 6 Required Only if you are updating existing details Integer This is the reference number of the employee whose information you are updating. Your can find it on the Sage Payroll desktop, or in their Employee Record. Sort Code Bank Account Number Bank Account Name Bank Account Type Building Soc Number BACS Reference Bank Name The name of the bank where the account is held. The Building Society Account number. Must be nn-nn-nn Example: 11-22-33 Text Text Text Text Text Text Text

Bank Address 1 Bank Address 2 Bank Address 3 Bank Address 4 Bank Address 5 Bank Post Code Bank Telephone Bank Fax

Text Text Text Text Text Text Text Text

30 30 30 30 30 8

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Sage Payroll File Import CSV Templates

Company Departments Template


Description Reference Name Notes Data Type Size 3 30 Required The department number.Text The department name. Text

Only if you are updating.

Company Cost Centres Template


Description Reference Name Notes Data Type Size 3 30 Required The cost centre number. Text The cost centre name. Text

Only if you are updating.

Company Payment Details Template


Description Reference Notes Data Type Size Required If you are updating an existing payment enter the correct reference number. If you are creating a new payment If creating a new pay- Text ment leave this blank. Sage Payroll generates the next available reference number.

Status

If creating a new payment, you must enter one of the following: 0= Variable 1=Fixed 2=Global If you are updating an existing payment, you can amend the status or leave this blank.

Integer

Description

The name of the payment.

Text

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Sage Payroll User Guide

Description HoursNo

Notes

Data Type

Size

Required

Enter the default number Text of hours for the payment. Enter a default rate/ Text amount for the payment. Enter "1" if you want to Integer include this payment when calculating holiday fund accrual. Enter "0" if you do not want to include this payment type. Enter "1" if you want to Integer use the Hours and Rate default values from the employees record when you advance holiday pay. Enter "0" if you do not want to use the Hours and Rate default values. Enter "1" if you want to Integer include this payment when calculating holiday pay using a 12 or 13 weekly average. Enter "0" if you do not want to include this payment when calculating holiday pay. Enter "1" if you want this Integer payment to be subject to PAYE. Enter "0" if you do want this value payment to be subject to PAYE. Enter "1" if you want this Integer payment to be subject to NI. Enter "0" if you do want this payment to be subject to NI.

Rate of Pay Include for Holiday Accrual

Auto Advance

Include for Weekly Averages

PAYE

National Insurance

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Sage Payroll File Import CSV Templates

Description Pen Main

Notes

Data Type

Size

Required

Enter "1" if you want to Integer take pension contributions from this payment. Enter "0" if you do not want to take pension contributions from this payment. Enter "1" if you want to Integer take pension AVCs from this payment. Enter "0" if you do not want to take pension AVCs from this payment. Enter "1" if you want this Integer payment to be subject to CCAEO deductions. Enter "0" if you do not want this payment to be subject to CCAEO deductions. Enter "1" if you want this Integer payment to be subject to CTAEO deductions. Enter "0" if you do not want this payment to be subject to CTAEO deductions. Enter "1" if you want this Integer payment to be subject to other AEOs. Enter "0" if you do not want this payment to be subject to other AEOs.

Pen AVC

CCAEO

CTAEO

Other AEOs

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Sage Payroll User Guide

Company Net Payment Details Template


Description Reference Notes Data Type Size Required If you are updating an existing net payment enter the correct reference number. If you are creating a new net payment If creating a new pay- Text ment leave this blank. Sage Payroll generates the next available reference number.

Status

Integer If creating a new net payment, you must enter one of the following: 0= Variable 1=Fixed 2=Global If you are updating an existing net payment, you can amend the status or leave this blank.

Description Adjust for Tax and NI

The name of the net payment. If you want to set up a net payment that is net of tax, enter "0". If you want to set up a payment that is net of tax and NI, enter "1"

Text

If you are updating an existing net payment enter the correct reference number.

HoursNo

Enter the default number Text of hours for the net payment. Text Enter a default rate/ amount for the net payment.

Rate of Pay

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Sage Payroll File Import CSV Templates

Description Include for Holiday Accrual

Notes

Data Type

Size

Required

Enter "1" if you want to Integer include this net payment when calculating holiday fund accrual. Enter "0" if you do not want to include this net payment type. Enter "1" if you want to Integer use the Hours and Rate default values from the employees record when you advance holiday pay. Enter "0" if you do not want to use the Hours and Rate default values. Enter "1" if you want to Integer include this net payment when calculating holiday pay using a 12 or 13 weekly average. Enter "0" if you do not want to include this net payment when calculating holiday pay. Enter "1" if you want this Integer net payment to be subject to PAYE. Enter "0" if you do want this value payment to be subject to PAYE. Enter "1" if you do want Integer this net payment to be subject to NI. Enter "0" if you do want this value net payment to be subject to NI. Enter "1" if you want to Integer take pension contributions from this net payment. Enter "0" if you do not want to take pension contributions from this net payment.

Auto Advance

Include for Weekly Averages

PAYE

National Insurance

Pen Main

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Sage Payroll User Guide

Description Pen AVC

Notes

Data Type

Size

Required

Enter "1" if you want to Integer take pension AVCs from this net payment. Enter "0" if you do not want to take pension AVCs from this net payment. Enter "1" if you want this Integer net payment to be subject to CCAEO deductions. Enter "0" if you do not want to this net payment to be subject to CCAEO deductions. Enter "1" if you want this Integer net payment to be subject to CTAEO deductions. Enter "0" if you do not want this net payment to be subject to CTAEO deductions. Enter "1" if you want to Integer include this net payment to be subject to other AEOs. Enter "0" if you do not want this net payment to be subject to other AEOs.

CCAEO

CTAEO

Other AEOs

32

Sage Payroll File Import CSV Templates

Company Deduction Details Template


Description Reference Notes Data Type Size Required If you are updating an existing deduction enter the correct reference number. If you are creating a new deduction If creating a new deduc- Text tion leave this blank. Sage Payroll generates the next available reference number.

Status

If creating a new deduc- Integer tion, you must enter one of the following: 0= Variable 1=Fixed 2=Global If you are updating an existing deduction, you can amend the status or leave this blank.

Description HoursNo

The name of the deduc- Text tion. Enter the default number Text of hours for the deduction. Text Enter a default rate/ amount for the deduction. Enter "1" if you want to Integer include this deduction when calculating holiday fund accrual. Enter "0" if you do not want to include this deduction type. Enter "1" if you want to Integer use the Hours and Rate default values from the employees record when you advance holiday pay. Enter "0" if you do not want to use the Hours and Rate default values.

Rate of Pay

Include for Holiday Accrual

Auto Advance

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Sage Payroll User Guide

Description Include for Weekly Averages

Notes

Data Type

Size

Required

Enter "1" if you want to Integer include this deduction when calculating holiday pay using a 12 or 13 weekly average. Enter "0" if you do not want to include this deduction when calculating holiday pay. To clear the balance of a Integer deduction at the year end enter "1". If you do not want to clear the balance of a deduction at year end then enter "0". Enter "1" if you want to Integer deduct this value before PAYE is calculated. Enter "0" if you do not want to deduct this value before PAYE is calculated. Enter "1" if you want to Integer deduct this value before NI is calculated. Enter "0" if you do not want to deduct this value before NI is calculated. Enter "1" if you want to Integer deduct this value before pension contributions are calculated. Enter "0" if you do not want to deduct this value before pension contributions are calculated. Enter "1" if you want to Integer deduct this value before pension AVCs are calculated. Enter "0" if you do not want to deduct this value before pension AVCs are calculated.

Clear YTD at YE

PAYE

National Insurance

Pen Main

Pen AVC

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Sage Payroll File Import CSV Templates

Description CCAEO

Notes

Data Type

Size

Required

Enter "1" if you want to Integer include this deduction before CCAEO is deducted. Enter "0" if you do not want to include this deduction before CCAEO is deducted. Enter "1" if you want to Integer include this deduction before CTAEO is deducted. Enter "0" if you do not want to include this deduction before CTAEO is deducted. Enter "1" if you want to Integer include this deduction before other AEOs are deducted. Enter "0" if you do not want to include this deduction before other AEOs are deducted.

CTAEO

Other AEOs

35

Sage Payroll User Guide

Company Pension Schemes Template


Description Reference Notes Data Type Size Required If you are adding or edit- Text ing an existing pension scheme, enter a number to identify the scheme. The name of the pension Text scheme. 30

Description

If you are creating a new scheme

Pension Type

Enter either: 0= Other 1= COMP 2= COSR 3= CISR 4= COMB 5= GPP 6= PPP 7= Stakeholder

Integer

SCON

If you are running a con- Text tracted-out, occupational pension scheme, enter your Scheme Contracted Out Number here. Note: You do not need to enter the first alpha character, S of the SCON number. The minimum number of Text months an employee must work before becoming eligible to join the pension scheme. The name of the pension Text administrator. The email address of the Text pension administrator. The telephone number Text of the pension administrator.

If the pension if COSR, COMP or COMB

Min Employment Period

Admin Name Admin E-Mail Admin Tel No.

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Sage Payroll File Import CSV Templates

Description EE Cont. Details

Notes Choose Percentage or Fixed Amount from the drop-down list. Please Note: If left blank it will default to "Fixed Amount".

Data Type

Size

Required

EE Pension Value

Enter the Amount or the Text Percentage payable by the employee. Integer If you have chosen a percentage employee contribution, enter one of the following. 0= Apply to all Pensionable Earnings. 1= Restrict to Statutory NI Upper/Lower Bands. 2= Restrict to Specific Upper/Lower Bands. Please Note: If left blank will default to "Apply to All Pensionable Earnings".

EE Apply to Details

EE Lower Band Restriction

Only enter a value here if you have entered "2" in EE Cont. Applied field. This is the lower earnings limit you want to apply. If you have entered "2" in EE Cont. Applied field but leave this field blank it will default to the LEL limit.

37

Sage Payroll User Guide

Description EE Upper Band Restriction

Notes Only enter a value here if you have entered "2" in EE Cont. Applied field. This is the upper earnings limit you want to apply. If you have entered "2" in EE Cont. Applied field but leave this field blank it will default to the UEL limit.

Data Type

Size

Required

EE Min Cont.

If the Pension scheme has a minimum contribution per pay period, enter the amount here. If the Pension scheme has a maximum contribution per pay period, enter the amount here. Enter "1" to calculate the Integer NI contracted out rebate, better known as the minimum contribution to a contracted out pension scheme or "0" if you do not want to calculate the NI contracted out rebate. Integer Enter "1" to total the percentage and minimum rebate values or "0" if you do not want to total the percentage and minimum rebate values. If you choose not to total the percentage and minimum rebate values the program will use the greater of the two values calculated.

EE Max Cont.

EE Calc Min Rebate

EE Inc. Rebate Amnt.

38

Sage Payroll File Import CSV Templates

Description EE SSP Payments

Notes

Data Type

Size

Required

Enter "1" to include any Integer SSP payments in the total pensionable pay or "0" if you do not want include SSP payments in the total pensionable pay. Enter "1" to include any Integer SMP payments in the total pensionable pay or "0" if you do not want include SMP payments in the total pensionable pay. Enter "1" to include any Integer SAP payments in the total pensionable pay or "0" if you do not want include SAP payments in the total pensionable pay. Enter "1" to include any Integer SPP payments in the total pensionable pay or "0" if you do not want include SPP payments in the total pensionable pay. If your employees con- Integer tributions are subject to tax relief, enter "1". If it is a personal or group personal pension scheme, the net contribution is deducted from your employees net pay. In such cases, enter "0".

EE SMP Payments

EE SAP Payments

EE SPP Payments

EE Deduct before Tax

ER Cont. Details

Choose Percentage or Fixed Amount from the drop-down list. Please Note: If left Blank it will default to "Fixed Amount".

39

Sage Payroll User Guide

Description ER Apply to Details

Notes

Data Type

Size

Required

If you chose "Percent- Integer age" Employer Contributions, enter one of the following. 0= Apply to all Pensionable Earnings 1= Restrict to Statutory NI Upper/Lower Bands. 2= Restrict to Specific Upper/Lower Bands. Please Note: If left Blank will default to "Apply to All Pensionable Earnings

ER Pension Value

Enter the amount or percentage payable by the employer. Only enter a value here if you have entered "2" in ER Cont. Applied field. This is the lower earnings limit you want to apply. If you have entered "2" in ER Cont. Applied field but leave this field blank it will default to the LEL limit.

ER Lower Band Restriction

ER Upper Band Restriction

Only enter a value here if you have entered "2" in ER Cont. Applied field. This is the upper earnings limit you want to apply. If you have entered "2" in ER Cont. Applied field but leave this field blank it will default to the UEL limit.

ER Min Cont.

If the Pension scheme has a minimum contribution per pay period, enter the amount here.

40

Sage Payroll File Import CSV Templates

Description ER Max Cont.

Notes If the Pension scheme has a maximum contribution per pay period, enter the amount here.

Data Type

Size

Required

ER Calc Min Rebate

Enter "1" to calculate the Integer NI contracted out rebate, better known as the minimum contribution to a contracted out pension scheme or "0" if you do not want to calculate the NI contracted out rebate. Integer Enter "1" to total the percentage and minimum rebate values or "0" if you do not want to total the percentage and minimum rebate values. If you choose not to total the percentage and minimum rebate values the program will use the greater of the two values calculated.

ER Inc Rebate Amnt

ER SSP Payments

Enter "1" to include any Integer SSP payments in the total pensionable pay or "0" if you do not want include SSP payments in the total pensionable pay. Enter "1" to include any Integer SMP payments in the total pensionable pay or "0" if you do not want include SMP payments in the total pensionable pay. Enter "1" to include any Integer SAP payments in the total pensionable pay or "0" if you do not want include SAP payments in the total pensionable pay.

ER SMP Payments

ER SAP Payments

41

Sage Payroll User Guide

Description ER SPP Payments

Notes

Data Type

Size

Required

Enter "1" to include any Integer SPP payments in the total pensionable pay or "0" if you do not want include SPP payments in the total pensionable pay. The name of the pension Text provider.

Provider Name Provider Address 1 Provider Address 2 Provider Address 3 Provider Address 4 Provider Address 5 Provider Post Code Provider Telephone Number Provider Fax Provider E-mail Provider Contact

The contact name of the pension provider for this scheme. Enter the pension providers company reference. Note: You will need this to make electronic submissions.

Providers Ref

Provider Scheme Ref

Enter the pension providers scheme reference. Note: You will need this to make electronic submissions.

Provider Sort Code Provider Account No You can only enter num- Numeric bers (i.e. you cant enter spaces or special characters). Select bank account or building society from the drop-down list. 8

Provider Bank Acct Type

42

Sage Payroll File Import CSV Templates

Description Provider BSoc Roll No Provider Payment Method

Notes From the drop-down list, select the payment method used by your company to pay the pension provider. Select Cheque, Direct Credit, Direct Debit, or Telegraphic Transfer.

Data Type

Size

Required

43

Sage Payroll User Guide

Company Holiday Schemes Template


Description Scheme Number Notes Enter the Holiday Scheme number you want to create or amend. The name of the new Holiday Scheme, or the new name for an existing scheme, otherwise leave this blank. The maximum number of days, weeks or hours entitlement. Enter: 0 for Weeks. 1 for Days 2 for hours Min. Employment (Months) The minimum number of months employment required before holiday begins to accrue. Enter: 0 for Calendar Monthly 1 for Daily 2 for Hourly. Entitlement Warning Integer Enter "1" if you want Sage Payroll to display a warning if any of your employees exceed their holiday entitlement. Enter "0" if you do not want a warning message to be displayed. Integer Enter "1" to include national holidays in the schemes holiday entitlement. If you do not, enter "0". Integer Integer Data Type Size Required

Scheme Name

Only if creating a new scheme

Max Entitlement

Entitlement Type

Accrue Holiday Basis

Include National Holidays

44

Sage Payroll File Import CSV Templates

Description Allow Days BF Previous Year

Notes

Data Type

Size

Required

If you allow employees Integer to carry over any holidays from the previous holiday year, enter "1". If you do not then enter "0".

Allow Days Advanced from Next YearIf you allow employees Integer to take holiday from next year s entitlement enter "1". If not then enter "0". Include Starting Pay Month If a new starter begins Integer part way through the current pay period, enter "1" to accrue holiday for the month. Enter "1" if you process Integer an employees payroll part way through a month and want to accrue holiday for the month. Enter one of the follow- Integer ing: 0 = None (no accrual scheme is used). 1 = A percentage of Gross. 2 = A percentage of Holidayable Gross 3 = An Amount Holiday Fund Value If you entered 1,2, or 3 in Accrue Holiday Fund As, enter an amount or a percentage value here. If you entered 1,2, or 3 in Integer Accrue Holiday Fund As, and you want to include this holiday scheme in Gross Pay for Accrual then enter "1" if not then enter "0".

Include Current Pay Month

Accrue Fund As

Include Holiday Pay for Accrual

45

Sage Payroll User Guide

Description Scheme Funded by

Notes

Data Type

Size

Required

Enter "0" if the scheme Integer is funded by the employer or "1" if the scheme is funded by the employee. Enter "1" if you want to Integer deduct the amount from the employees Gross Pay or "0" if you want to deduct the amount from the employees Net Pay. Enter "1" if you want to Integer add this holiday payment before pension contribution is calculated. Enter "0" if you do not want to add this value before pension contribution is calculated. Enter "1" if you want to Integer add this holiday payment before pension AVCs are calculated. Enter "0" if you do not want to add this value before pension AVCs are calculated. Enter "1" if you want to Integer add this holiday payment type before CCAEO is deducted. Enter "0" if you do not want to add this holiday payment before CCAEO is deducted. Enter "1" if you want to Integer add this holiday payment type before CTAEO is deducted. Enter "0" if you do not want to add this holiday payment before CTAEO is deducted.

Deduct from Employees Pay

Pension Main

Pension AVC

CCAEO

CTAEO

46

Sage Payroll File Import CSV Templates

Description Other AEO

Notes

Data Type

Size

Required

Enter "1" if you want to Integer add this holiday payment type before other AEOs are deducted. Enter "0" if you do not want to add this holiday payment before other AEOs are deducted.

47

Sage Payroll User Guide

Company Loan Details Template


Description Reference Notes If you are entering a new loan, Sage Payroll automatically generates the reference number. Data Type Size Required

If you are updating an existing Loan.

Description

Enter a description of the loan, for example, Car Loan, Travel Permit.

If you are creating a new Loan.

Loan Amount

You must enter a default loan amount here. If employees owe different amounts, amend their individual loan amounts when assigning the loan in their employee record. The amount usually deducted from your employees salary to repay the loan. If you do not enter a value here, you must enter this figure when assigning the loan to an employee or when processing the loan in Enter Payments Enter "1" to transfer this Integer loan, with your employees information, when you import data from Sage Payroll into Sage P11D. If you do not want to transfer this information when importing data from Sage Payroll into Sage P11D, enter "0".

If you are creating a new Loan.

NDR

Update Sage P11D

48